This is intended to be a general guide checklist for Budgeting in USAS-R.
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Suggested but NOT required preliminary checklist before budgeting for next FY: You can create a budgeting spreadsheet within a scenario and run it for ALL active accounts you have in USAS. You can then export this to Excel and use it as a checklist to see if you can inactivate any accounts not being used. This can help clean up your active accounts and get rid of accounts used years ago. Keep in mind if you are using a grant account this FY but will not be next year, you will need to keep that account active in the system to finish out the FY and audit. Ideally, this could be used to clean up grants from years ago or accounts you haven't budgeted for in years. This can also help you see what accounts you have to work with and if you need to create any new accounts that will be used in the next FY before beginning your budgeting. Once you have your list on Excel, go to Core>Accounts, click on the expenditure tab, filter by Active = true, search for your account, click on
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The Budgeting Menu contains two programs:
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- Click on Budgeting/Scenario/Create to create a Scenario
- Enter Name & Description
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- Description, and the Fiscal Year you are budgeting for
- Click Save to save the Scenario or continue on to create or upload sheets. Remember to ‘Save’ the scenario when finished
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- Select Type (Budget or Revenue)
- On the 'Properties' tab, add or remove properties you would like on your spreadsheet.
- Click on 'Configure Filters' to filter accounts you want included on the spreadsheet (i.e only want accounts with OPU = 200)
- You can save a query to be able to pull it up at a later date by giving it a name and clicking on 'save query'
- Enter a 'Sheet Name'
- Click on 'Save Sheet' to save your spreadsheet. A 'Confirmation Sheet Creation' box appears. Click on 'Create' to continue creating the spreadsheet. Once complete, an informational box appears stating the budgeting sheet created successfully.
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When creating multiple budget spreadsheets, you need to be sure you are not duplicating any accounts across spreadsheets. For example, you cannot have an overall general fund budget spreadsheet that includes all active general fund accounts AND a general fund spreadsheet for the High School budgets specifically. The system will not be able to process the accounts that are duplicate within the spreadsheets. |
Budgeting Sheets Grid
Once a spreadsheet is created in the scenario, it is displayed on the Budgeting Sheets grid. You can then access the spreadsheet using one or more of the following options in order to add proposed amounts:
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to edit an existing spreadsheet (must use the existing PA-XXXX column to enter your proposed amounts)- you can add (insert) or delete rows in your spreadsheet
- You can use formulas to enter your proposed amounts
- Click on
to regenerate the sheet. You may make changes to your selected properties, filters etc. if desired. You will then save the sheet, overriding the previous sheet values and accounts. - If you prefer to enter proposed amounts and/or make changes to your spreadsheet via Excel, click on
to download the spreadsheet into Excel. Once the spreadsheet is completed and saved, click on 
to upload/replace the spreadsheet back into the scenario - Click on
to delete an existing spreadsheet you no longer want.
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- Create a proposed amount in order to add it to the existing grid
- Enter or search for an account
- Enter a fiscal year
- Enter a proposed amount
- Click on 'Save'
- View a proposed amount
- From the grid, search the desired account and click on
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to view the details of the proposed amount.
- From the grid, search the desired account and click on
- Edit a proposed amount
- From the grid, search the desired account and click on
to edit the fiscal year or proposed amount.
- From the grid, search the desired account and click on
- Delete a proposed amount
- Per account: From the grid, search the desired account and click on
to delete the proposed amount for that account. Click on 'delete' to confirm deletion. - Mass Delete: From the grid, click on the checkbox for the proposed amounts you want to delete and click on the
button 
button to mass delete all checked accounts.
- Per account: From the grid, search the desired account and click on
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| You cannot choose specific accounts to apply amounts to. It will apply the amounts to all accounts on your proposed amounts grid. |
Choose from the following Transaction Types:
- If 'Temporary' is selected, checkmarking 'full year' implies the temporary initial budgets hold true for the entire year.
- If 'Temporary' is selected and 'full year' is not checkmarked, this implies the temporary initial budgets could change during the fiscal year (i.e. Levy passes/fails)
- If 'Permanent' is selected, 'full year' is checkmarked automatically and cannot be unchecked. This implied these are permanent initial budgets.
- If 'Adjustment' is selected, it adjusts the existing budget amounts via additionsnegative/deductionspositive adjustments. The initial figures are not touched. The 'Update the GAAP Original Estimate' amounts box defaults to being checked but you have the option to uncheck it.
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